Executive Secretary
Auto Gulf Company
Total years of experience :19 years, 7 Months
Responding to incoming inquiries & other correspondences and prepare quotations and follow up with clients to get purchase orders and communicate with suppliers to procure unavailable vehicles
Provide vehicle Custom Card details to clients and follow up with clients to get the vehicle insurance and letter to the Traffic Department
Provide templates to the clients for any kind of documents required for vehicle registration process
After receiving all necessary documents, hand it over to the officer to process the vehicle registration in Traffic Department.
Once the registration process is complete, then provide the soft copy of the vehicle registration to the client and submit all the documents to the Accountant to enter in the system for audit purpose
Communicate with the Insurance Provider to arrange the vehicle insurance
All other related tasks for maintaining office supplies
Verifies and review the material and service invoices from local suppliers
Maintain records of payments on individual purchase orders, as necessary
Check quantity invoices against receiving-documents
Assures change in currency of payment from that specified in the purchase terms is in accordance with the latest guidelines which change from time to time
Assures material has been inspected prior to processing invoices
Verify legitimacy of other invoices, such as ocean freight, inland freight, inspection charges, non-material charges, currency surcharges, etc., based on rates available, or by obtaining the proper verification from others
Performs careful calculations in reviewing invoices issued against terms of purchase orders and purchase agreements
Prepare expense reports and send for approval and follow-up till the expenses are reimbursed
Coordinate with the IT Helpdesk to troubleshoot the problems for office machines
Coordinate with IT to get the monthly reports generated in system for management’
Coordinate with other admin staffs for the supplies required in office (Office supplies & also the groceries)
After signature, ensure that the electronic copy is maintained and the hard copy is either filed or handed over to the concerned.
Coordinate with subordinate for the space allocation for various record management including filing of the project drawings & filing of various office correspondences
Maintain ledger for petty cash expense and submit it to the accounts department at the end of the month ensuring the accuracy of cash flow
Verifying invoices before submitting it for reimbursement from the Accounts department
Worked as an acting administrative assistant to the CEO, the board, the senior management team and other staff to ensure necessary requirements are identified and met
Maintain and develop systems, procedures, KPI’s and records in line with the organization’s policies and objectives
Reviewing performance appraisals for the department staff and processing it for implementation.
Ensure necessary records are maintained that can readily provide current, accurate and accessible information
Contributing in the CEO’s office staff in preparation and presentation of reports, proposals, budgets and related activities in servicing and developing contracts and relationships for the board meetings and other events
Coordinating for the travel and accommodation of the CEO.
Day to day planning and organization of the CEO diary.
Set up meetings and appointments, organizing venues and hospitality for visitors etc.
Service the board including the production of agendas, minutes and key papers.
Document minutes of all meetings as directed by the CEO
Undertake mailings and communication as directed by the Managing Director.
Set up and maintain the integrated electronic and paper based filing systems.
Work with the communications team to maintain and develop databases and mailing lists to ensure they are current and up to date at all times.
2013
Prepare expense reports and send for approval and follow-up till the expenses are reimbursed
Coordinate with the IT Helpdesk to troubleshoot the problems for office machines
Coordinate with IT to get the monthly reports generated in system for management’
Coordinate with other admin staffs for the supplies required in office (Office supplies & also the groceries)
After signature, ensure that the electronic copy is maintained and the hard copy is either filed or handed
over to the concerned.
Coordinate with subordinate for the space allocation for various record management including filing of the
project drawings & filing of various office correspondences
Maintain ledger for petty cash expense and submit it to the accounts department at the end of the month
ensuring the accuracy of cash flow
Verifying invoices before submitting it for reimbursement from the Accounts department
Worked as an acting administrative assistant to the CEO, the board, the senior management team and other
staff to ensure necessary requirements are identified and met
Maintain and develop systems, procedures, KPI’s and records in line with the organization’s policies and
objectives
Reviewing performance appraisals for the department staff and processing it for implementation.
Ensure necessary records are maintained that can readily provide current, accurate and accessible
information
Contributing in the CEO’s office staff in preparation and presentation of reports, proposals, budgets and
related activities in servicing and developing contracts and relationships for the board meetings and other
events
Coordinating for the travel and accommodation of the CEO.
Day to day planning and organization of the CEO diary.
Set up meetings and appointments, organizing venues and hospitality for visitors etc.
Service the board including the production of agendas, minutes and key papers.
Document minutes of all meetings as directed by the CEO
Undertake mailings and communication as directed by the Managing Director.
Set up and maintain the integrated electronic and paper based filing systems.
Work with the communications team to maintain and develop databases and mailing lists to ensure they are
current and up to date at all times.
2012
Processing of purchase requisitions and obtain authorizing signature before ordering
Check accuracy of funding information
Prepare reports reflecting the material purchase against the actual incurred and budgeted costs for various
projects
Assist the higher level buyers with procurement of various material required for the projects that include
glass, hardware, & miscellaneous items
Prepare the monthly cost savings report categorizing with officers, material types, & projects
Obtaining the necessary approvals from various departments like Operations, Finance, & CEO (for high
purchase values)
Tracking the Purchase orders processed in the Oracle
Following up manually with the Purchase orders in the system and with other department heads for priority
jobs
Contacts vendors or agency representatives to obtain product availability and necessary information
regarding the product quality, quantity and payment terms
Preparing supplier creation forms for local suppliers
Sending credit application forms to obtain credit facilities for procured material
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Obtaining approval from the Head of Procurement for all the Purchase Requisitions from various
departments in the company (project & non-project)
Distribute the incoming & outgoing communication to appropriate division buyers in Aluminum,
Foundations & Masonry sections
Assists the Procurement Officers in purchasing of goods and services within established limits as provided
by the higher management
Contact suppliers for price quotes
Meet various applicants of various nationalities
Guide them with the different assessment for each nationality as set by the Australian Consulate
Apply as being agents to the various universities
Get their offer letters and the (e-CoE) electronic confirmations of enrollment
Coordinate with the VFS office for visa process
Courier the details to the universities
Advice the students for the medical procedure for the assessment of the student visa
Assist the students with their accommodation and apply for the dependents
Scanning and creating PDF documents and sending important details to the regional offices
Office stationary
Make inquiries and send to the universities for feedback and deliver the information appropriately
Carrier counseling, delivering presentations, and creating class/lecture schedules
Collect notes from instructors and inform the students about lectures and courses accordingly
Contact various training coordinators in different companies in order to organize meetings to create awareness of the courses and the certifications
Study the market requirement financial administration
Follow up with potential clients, and inform clients and students for upcoming seminars and informative sessions for various courses
Assist candidates for the membership details and their account details in the website to access their online tuitions
Keep record of books and other study material with name lists of the current batch of students and the current lectures
Send emails, flyers, brochures and everything related to the courses and its certification
Assist the candidates in their training
Launch email/fax campaigns and send mass emails to various companies to inform the upcoming events
Make the project control timesheets for all designers in the unit
Prepare the vacation or leave applications for concerned staff
Prepare timesheets for the drivers and log in their daily tasks and schedules
Prepare the overtime claims for any of the designers or drivers if necessary
Arrange meetings with the vendors, dealing with all the incoming catalogs, magazines, CDs, and the other materials as samples logging them at the time of arrival
Making daily reports of the projects or tasks completed
Handling the Design Library records and arranging all sorts of catalogs and magazines
Maintain a record of all the computer & printer supply, including the stationary requisitions
Supervise, assign, coordinate, and participate in the work of office support
Review work upon completion for conformance to department requirements
Recommend organizational or procedural changes affecting administrative activities; supervise, train and
evaluate assigned personnel
Compose routine correspondence not requiring the personal attention of management
Make routine appointments and arrange conferences and meetings
Provide clerical support to the board, including the preparation of the agenda, assembling background
materials, and taking minutes of meetings
Gather and prepare information for routine reports
Initiate and maintain a variety of files and records
Make travel arrangements and itineraries
Answer, screen and handle telephone calls
Highly respect confidentiality of the team
Worked with training manager to develop and implement New Employee Orientation Programs
Assisted training manager in developing Secretarial Training Program, resulting in a more efficient,
productive staff
Assisted the Finance Department in budget reconciliation and other activities
Created, updated, and verified clerical job descriptions with appropriate department heads
